Instructions for using Banner Form FGIBDST (Organization Budget Status) for Banner 9:

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1 Instructions for using Banner Form FGIBDST (Organization Budget Status) for Banner 9: This form is used to retrieve information about your department s budget and related expense amounts. ACCESSING BANNER FORM FGIBDST: 1. You must first log into the Banner Finance System using your User ID and Password. If you do not have access to Banner Finance, please complete the Data Access Authorization Form located at: 2. In the field at the top of the Welcome page, type in FGIBDST and press Enter. 3. If you have Approval Authority, you will be brought to a Screen showing outstanding documents waiting for approval. You can click the X in the upper left hand corner of the screen to close it. 4. Once you are in Screen FGIBDST, type in your Organization number and Fund number in the fields at the top of the screen. Note: The program field will automatically populate. 1

2 5. Click the green Go button and you will be given the Department s Organization Budget and related information on the next screen. 6. The Budget itself will be located on the left column, Adjusted Budget with the YTD Activity located next to it. This is followed by the Commitments column and final column shows Available Balances for each account. 7. You can use arrows at the bottom left of the budget screen to the next page to see other expenditures (account lines) that are obscured. (You can also change the number of lines per page to see more budget lines above.) 2

3 8. If you are interested in seeing what transactions add to a particular amount on FGIBDST, you will need to click on the number you are interested in and then go to Related on the Menu at the top right of the FGIBDST Screen. 9. Click Transaction Detail Information (FGITRND) and the list of transactions will appear with a total at the bottom of the page. To view transactions on the current page, you can scroll using the arrows on your keyboard. To view additional transactions, use the arrows at the bottom of the window. The number of records/lines per page can also be adjusted. 3

4 The above FGITRND screen example shows the retrieval of transactions from the YTD column in account number Office Expense on Form FGIBDST. Using the same procedure as described for YTD Activity amounts, you can also click on an Adjusted Budget amount you are interested in to see what transactions add to that amount. The total amount will reflect the original budget allocation as well as any budget transfers approved and processed by the Business Office. (Note: when clicking on an amount under the Commitments column on FGIBDST, instead of choosing FGITRND, you can choose Organization Encumbrances FGIOENC under the Related menu. This will show you all of the present balances of Open Commitment amounts (newly approved Purchase Requisitions as well as Purchase Orders under the Department Organization Code you are observing.) To return to FGIBDST, click the X in the upper left hand corner. Exporting Data from Form FGIBDST (or FGITRND) Banner Finance users may use a function in order to extract information from FGIBDST (or FGITRND) and download data to an Excel Spreadsheet. This function can aid you when attempting to look at your entire budget (or transactions) without the need to use the page arrows to look at hidden lines. Note: In Banner 8, this was referred to as an Extract. In Banner 9, this is referred to as an Export. 1. While in FGIBDST (or FGITRND), go to Tools on the menu bar. 4

5 2. On the Tools menu, go down Export and Click. 3. The file will automatically download and appear on the bottom of your web browser window as the File Type.csv. For example, FGITRND.CSV Note: If you are using Internet Explorer Web Browser, a dialog box will appear asking if you would like to open or save the document you are downloading. Click Open and after a 5

6 few seconds you will see the information appear. The dialog box will appear as shown below: 4. Click the file and after a few seconds, you will see information appear in an Excel Spreadsheet where you can format, add totals, etc. as needed. If you have any problems accessing form FGIBDST or FGITRND, please contact Kent Gates in the Business Office at Ext